The purchase order module in WinSale is designed to provide “one step” purchasing and inventory updating. When an item is placed on a purchase order, an inventory record is created so that the item can be sold even though it may not be received. (In this case, the Quantity on Hand would be -1.) When a purchase order is filled, the inventory record is automatically updated with the quantity received and cost information, (including shipping costs, if you decide to average them in).
WinSale uses the ‘EMT Matrix Purchase Order’ for purchase orders. EMT stands for Extended Matrix Table. This purchase order system is very versatile and allows you to create matrix items and non-matrix style items on the same purchase order and at the same time. In addition to this powerful capability the EMT system also uses two other powerful utilities to carry purchase order items into itself.
NOTE: When adding items to the Purchase Order by Style number and the style requested is not in your inventory database, WinSale will give the user the option to choose which vendor’s items to use when the same style number is found for multiple vendors in UPC database.
Quick Scan utility
This utility allows you to type or scan items into the PO. The scanner can be a regular hand held data barcode scanner or it may read in bulk items from a hand held data collector. The Quick Scan utility has three modes of operation.
These functions can be used hand in hand with each other. For example, you can use the ‘Receive Purchase Orders’ function and read in a large order. If some of the items where not found to be on order, the remaining items can be put on order and received at the same time with the ‘Create and Receive Purchase Order’ function. This is possible because the remaining items don’t dissolve but stay in place on the screen to be ordered.
It is also possible to scan and receive PO from multiple vendors at the same time. You are not limited to just doing one single vendor at a time. Winsale will sort the items entered and group them by vendor number internally and do the requested actions automatically by vendor number groupings.
This utility allows you to use information contained in the various databases to automatically generate purchase orders. The information is then passed down to the EMT purchase order. The Auto Generate Purchase Order has four modes of operation.
These two optional input methods incorporate the largest element of efficiency and accuracy because they require the smallest amount of input from you, and because the shell items have already been set up. They however, cannot be used until you have already created inventory, and in the case of the Auto Generate utility, until you have sold some inventory or set up model stocks.
You can create auto – generated purchase orders using one or multiple vendors at the time. If you choose to have multiple vendors, it will automatically split up any auto- generated orders in to separate purchase order numbers accordingly to the vendor number assigned to the item. This greatly simplifies ordering red-lines or any of the other types of auto-generating purchase orders. If you still would like to generate the purchase order by vendor number simply select a single vendor number when selecting your ranges. Otherwise multiple PO’s may be generated automatically.
The EMT Matrix Purchase Order is the underlying frame work for all of the special utilities of the Winsale’s PO System. No matter what method that is used for generating the Purchase Order the EMT will be the engine that actually orders the items. All of the other utilities will drop the items to order onto the EMT engine.